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COUNTY OF KERN
Sheriff’s Office
REQUEST FOR PROPOSAL
Digital Video Jail Surveillance System - IRC
DUE . . . . . . . July 24, 2008
TIME . . . . . . . Before 11:00 a.m.(PST)
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County of Kern
Sheriff’s Office
Digital Video Jail Surveillance System
The County of Kern is seeking qualified Video & Audio recording systems vendors to
submit a proposal for the installation of digital video and audio recording system in the
Kern County Sheriff’s jail facilities. These jail facilities are all located in the vicinity of
Bakersfield, California, County of Kern.
Proposers are specifically directed not to contact any County personnel, other than the
Contact Person indicated below, for any purpose related to this RFP. Unauthorized
contact of any County personnel may be cause for rejection of a vendor’s
proposal. All inquiries concerning this RFP should be directed to the following Contact
Person:
Yvonne Rodriguez, Administrative Coordinator
Kern County Sheriff’s Office
Telephone (661) 391-7761
rodriguezy@co.kern.ca.us
Envelopes containing the Proposals are to be marked:
PROPOSAL: “DIGITAL VIDEO JAIL SURVEILLANCE SYSTEM”
Issuance Date . . . . . . . . . . . . . . . . . May 28, 2008
Pre-Proposal (walk-thru) Meeting . . June 24, 2008
Proposal Due Date . . . . . . . . . . . . . July 24, 2008
Proposal Due Time . . . . . . . . . . . . . Before 11:00 a.m. (PST)
Postmark date will not constitute timely delivery. Responses received after the above
time will not be considered. Proposers are solely responsible for ensuring timely
receipt of their Proposals.
RECEIVED BY PROPOSER:
Sign, date and return this cover
sheet with your proposal.
By
(Signature)
Name and Title
Date
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TABLE OF CONTENTS
I. GENERAL INFORMATION Page
A. Project Background and Description 1
B. Services Required of Successful Proposer 2
C. Services Provided by the County 5
D. Selection Process 5
E. Solicitation Caveat 7
F. Time 7
G. Form of Agreement 7
H. Modifications to Scope of Work 8
I. News Releases 8
J. Payment Schedule 8
K. Statutes and Rules 8
L. Background Review 8
M. Facility Diagram Release 9
II. PROPOSAL INFORMATION AND REQUIREMENTS
A. General Instructions 9
B. Business Address 9
C. Corrections and Addenda 10
D. Proposal Format and Contents 10
E. Pre-Proposal Meeting 14
F. Proposal Submission 14
G. Withdrawal and Submission of Modified Proposal 15
H. Disposition of Proposals and Proprietary Data 15
ANNEXES AND EXHIBITS
Technical Specifications Annex A
Statement of Work (SOW) Annex B
IRC Coverage Area Diagrams Annex C
Equipment Lists Annex D
Camera Locations – County’s Estimate Annex E
County Standard Contract Annex F
Non-Disclosure of Information Agreement Exhibit A
Camera Test Diagram Examples Exhibit B
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I. GENERAL INFORMATION
A. Project Background and Description
The Kern County Sheriff’s Office, Detentions Bureau, has four (4) separate jail
facilities. Each facility has its own closed circuit television monitoring system.
Each system is separate and apart from all others. The systems do not have the
ability to record video or audio. The Sheriff wishes to upgrade the system in the
Central Receiving Facility (CRF) by replacing it with a state of the art digital
network video and audio monitoring system. The only areas covered in this RFP
will be the Inmate Receiving Center (IRC) within the CRF facility.
The expected goals of this system are:
1. Improve video quality
2. Add the ability to record and retrieve video, audio and still images from
the system.
3. Record audio from specific camera locations.
4. Add the ability to record audio from all cameras.
5. Add the ability to store all data at a central location.
6. The system shall be expandable to meet changing needs of the
Detentions Bureau.
The location, which is the only facility to be considered, is the CRF. This facility
was opened in 1957.
The Sheriff Office has designated the Commander of CRF as the Program
Manager.
Representatives of the Sheriff’s Office have identified a minimum number of
locations to be monitored at the Central Receiving Facility. Some of the locations
are interior and some are exterior. Most are located within the secure areas of
the facility. Some of the locations are occupied constantly and some are
occupied intermittently and/or infrequently. Sheriff’s representatives have
identified a minimum number of locations for monitoring stations within the
facilities. These locations will be identified at the pre-proposal meeting and
jobsite walk.
The pre-proposal meeting and jobsite walk is a mandatory meeting for interested
proposers. Please allot a half-day for this meeting.
This request for proposal seeks a proposal for installation of a system at only the
Central Receiving Facility (CRF). The intent is to eventually expand the initial
system using “industry standard” techniques and “off the shelf” components. The
proposal must include a design with the capacity to tie into systems at the other
Sheriff’s facilities in the future.
This system will be required to:
Cover the areas in the IRC as diagramed in Annex C. The County
estimates 48 cameras, but the vendor needs to propose the best solution.
Operate continuously: 24 hours a day 365 days a year
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Store the data for 25 months (with 2 months minimum on electronic digital
storage).
Have redundancy in the servers, switches, power and data.
Be an IP based camera system (not CCTV)
Video system will be on its own LAN
System must be expandable for future inclusions of other areas within
CRF.
See the technical specifications in Annex A for more detailed requirements
B. Services Required of Successful Proposer
1. Project Management and Construction Prevailing Wages
The proposal shall include a project management plan. The project management
plan shall include the bidder’s plans, sub-contractors names, and the estimated
project schedule for the listed. Describe the proposed plan to monitor and
evaluate overall project. Project schedule should use a June 1, 2008 date for
commencement (this is a fictitious date only for use in the proposed plan). The
actual date will be set after the vendor selection and contract is signed.
The proposal shall include a master schedule for installing (to include cabling and
coring), implementing, testing, and training, on the video surveillance system.
Provide information on how the system will be implemented, and what plans will
be put in place to stay on schedule.
The proposal shall include a person identified as the vendor program manager.
In addition to the program manager’s name, detailed information about the
program manager’s qualifications shall be included in the proposal.
All Publics Works relating to modifications or alterations of the building including,
but not limited to coring, cabling and any accompanying electrical work
necessary for camera installation, shall be paid at the prevailing wage for the
work done. Publics works project description, required work, and costing will be
estimated and listed separately in the proposal and if awarded will be listed in
Exhibit F of the contract (see Annex F for example contract).
2. Camera Test
The proposal shall include sample stills images and video outputs for the
purpose of evaluating the end-to-end performance of the system (see Exhibit B
for examples).
a. A test diagram will be placed in front of the proposed cameras. Video will be
recorded of this test diagram, archived, and retrieved in evidence formats.
The chart is available for purchase at the Eagle CCTV website
(http://www.eaglecctv.co.za/display_product_2100.htm).
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b. Download and print the test image. Video will be recorded of this test
diagram, archived, and retrieved in evidence formats.
(http://www.gpsinformation.org/jack/photo-test/pics/iso-rag.jpg)
c. The IEEE Video Resolution Chart conforms to standard STD 208-1995,
Measurement of Resolution of Camera Systems. This standard is used to test
frequency response, characteristics performance of the lens, camera and
display device. Can be purchased and downloaded from Applied Image, Inc
website: (http://www.aig-
imaging.com/mm5/merchant.mvc?Screen=PROD&Store_Code=AIIPI&Produ
ct_Code=QA-71&Category_Code=VideoScanner)
The proposal shall include tests for each type of camera to be provided. To
provide consistency in evaluating the still images and videos the cameras must
be set up such that the borders of the charts line up with the viewable borders of
the camera. Output must be provided at 768 kbps and a vendor recommended
data rate (if necessary). The videos must be provided as described in the
following paragraph.
The results shall be submitted on four copies of two DVD formats with the
proposal. One format will be a data DVD and will contain both the still images
and the videos. The videos provided on the data disk shall be either MPEG2 or
MPEG4 format, or have a system player included (as done for evidence DVDs).
The standard consumer DVD* format will be a DVD that is playable on standard
standalone consumer DVD players and will contain only the videos. Each DVD
must be clearly labeled with the vendor name/proposal company, address, and
phone number, contact info in case of technical difficulties, date, version number,
and whether the disk is the “Data DVD” or the “Playable DVD”.
The data DVD included in the proposal shall contain a folder for each type of
camera. The folder names will be “fixed-focus”, “vari-focus”, “PTZ”, and if
necessary “IR”. Each folder will contain a text file named “camera.txt” which will
contain the make and model of the camera being tested as well as any other
pertinent settings. Each folder will contain three subfolders (“resolution”,
“grayscale”, and “delete/delete resolution2”). These subfolders will contain the
video and still for the corresponding chart and camera. The folder will also
contain a file named “still.txt”, which will contain the time in the video that the still
was captured from.
For each chart and camera permutation one 10 second video and one still are to
be provided in the proposal. No other videos or stills are permitted. The files will
be named using the following format: aaa-bbb-ccc-ddd.eee where aaa=vendor’s
name, bbb=chart name (“gray”, “res1”, “res2”), ccc=data-rate (“768” or vendor
chosen rate), ddd=encoding (mpeg2 or mpeg4), and eee=extension (“. jpg”,
“.mpg”, …).
3. System Capabilities Descriptions
A statement of the system capabilities shall be enclosed in the proposal. The
description of the system capabilities shall address the technical requirements as
outlined in Annex A, and also the coverage of the identified areas in Annex C.
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4. System Specifications
Provide a compliance matrix that maps the technical requirement specification to
the proposal sections. The matrix shall be in a format similar to the following
example:
Requirement Comply/Don’t Compliance Explain Non-
Section # Comply Traced to # Compliance
1.2.5 Comply Proposal page 10,
paragraph 6
5. Equipment
The proposal shall include a detailed equipment list (see Annex D for format).
6. Facilities
The proposal shall include a facilities section. The section shall include detailed
information about how much rack space is required when the system is fully
operational, and show that equipment will fit within allocated rack space. (See
Technical Specification section 2.1, number 5) Additionally, this section must
contain information regarding power requirements for vendor-supplied
equipment.
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C. Services Provided by the County
The County will provide a Contact Person as a primary contact, who will
arrange for staff assistance by other County staff as may be required.
County will also provide whatever information may be available. County
will also be available to meet and discuss project requirements and
development at key times in the process.
D. Selection Process
1. All Proposals received by the specified deadline will be reviewed by
a County Evaluation Committee for content, fee, related experience
and professional qualifications of consultants. After initial screening,
the Evaluation Committee may select those firms deemed most
qualified for this project for further evaluation. Interviews of these
selected firms may be conducted as part of the final selection
process. Proposers are advised that the County, at its option, may
award a contract strictly on the basis of the initial Proposals. The
firm selected by the Evaluation Committee will be recommended to
the Board of Supervisors for this project, but the Board is not bound
to accept the recommendation or award the project to the
recommended firm.
2. The following criteria will be used by the Evaluation Committee in
determining its recommendation to the Board of Supervisors:
a. Proposer’s understanding of the RFP requirements and end
result.
b. Proposer’s proposed approach to tasks and project
management plan.
c. System functionality proposed.
d. Maintenance/Warranty.
e. Proposer’s experience in similar projects.
f. Fee.
g. Estimated completion date(s) detailed in the work schedule.
h. Client references of similar scope of work.
i. Qualifications of proposer’s staff for the project.
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j. Any other factors the Evaluation Committee deems relevant.
When this criterion is used for evaluation purposes, the basis
for scoring will be clearly documented and will become part
of the public record.
3. The County reserves the right to reject any and all Proposals and to
waive informalities and minor irregularities in any Proposals
received. Absence of required information may render a Proposal
non-responsive, resulting in rejection of the Proposal by the County
at the Program Managers discretion.
4. The County may, during the evaluation process, request from any
proposer additional information, which the County deems
necessary to determine the proposer’s ability to perform the
required services. If such information is requested, the Proposer
shall be permitted five (5) working days to submit the information
requested.
5. An error in the Proposal may cause the rejection of that Proposal;
however, the County may, in its sole discretion, retain the Proposal
and make certain corrections (at the County Program Managers
discretion). In determining if a correction will be made, the County
will consider the conformance of the Proposal to the format and
content required by the RFP, and any unusual complexity of the
format and content required by the RFP. If the proposer’s intent is
clearly established based on review of the complete Proposal
submittal, the County Program Manager may, at its sole option,
correct an error based on that established content. The County
may also correct obvious clerical errors. The County may also
request clarification from a proposer on any item in a Proposal that
County believes to be in error.
6. The County reserves the right to select the proposal, which in its
sole judgment best meets the needs of the County. The lowest
proposed cost is not the sole criterion for recommending
contract award.
7. All firms responding to this RFP will be notified of their selection or
non-selection in writing after the Evaluation Committee has
completed the selection process.
8. County employees will not participate in the selection process when
those employees have a relationship with a person or business
entity submitting a Proposal, which would subject those employees
to the prohibition of Section 87100 of the Government Code. Any
person or business entity submitting a Proposal who has such a
relationship with a County employee who may be involved in the
selection process shall advise the County of the name of the
County employee in the Proposal.
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9. Any person or business entity which engages in practices which
might result in unlawful activity relating to the selection process
including, but not limited to, kickbacks or other unlawful
consideration paid to County employees, will be disqualified from
the selection process.
10. Any vendors with past projects with Kern County must submit those
departments as references. This includes vendor employees that
will be involved in the planning, sales, installation, or service of this
system that may have been employed by a previous company that
were involved in video projects with the county.
11. Protest procedures are available for vendors. Instructions may be
found in Chapter 5 of the County Administrative Policies and
Procedures Manual, Section 523.
E. Solicitation Caveat
The issuance of this solicitation does not constitute an award commitment
on the part of the County, and the County shall not pay for costs incurred
in the preparation or submission of Proposals. The County reserves the
right to reject any or all Proposals or portions thereof if the County
determines that it is in the best interest of the County to do so.
Failure to furnish all information requested or to follow the format
requested herein, or the submission of false information, may disqualify
the proposer, in the sole discretion of the County. The County may waive
any deviation in a Proposal. The County’s waiver of a deviation shall in no
way modify the RFP requirements nor excuse the successful proposer
from full compliance with any resultant agreement requirements or
obligations.
F. Time
Time and the time limits stated in this RFP are of the essence of this
Request for Proposal.
G. Form of Agreement
No agreement with the County is in effect until both parties have signed a
contract. Attached to this RFP as Annex "F" is a sample agreement
which is in substantially the form the successful proposer will be expected
to sign. The final agreement may include the contents of the RFP, any
addenda to this RFP, portions of the successful proposer's Proposal and
any other modifications determined by the County to be necessary prior to
its execution by the parties. The sample agreement included in this RFP
is for informational purposes and should not be returned with a Proposal;
however, the Proposal shall include a statement that the proposer has
reviewed the sample agreement and either i) will agree to the terms
contained therein if selected, or ii) indicate those specific provisions of the
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sample agreement to which the proposer takes exception and why.
Raising of exceptions by Vendor following proposal submission may be
cause for rejection of the vendor’s proposal.
The selected Vendor will be required to execute an agreement with the
County for the services requested within 90 days of the award. If
agreement on the terms and conditions that are acceptable to the County
cannot be achieved within that timeframe, the County reserves the right to
continue negotiations or to award the bid to another Vendor and begin
negotiations with that Vendor.
Vendor must identify and provide contact information in their proposal of
the individual within their organization who is authorized to negotiate the
terms and conditions of any agreement between Vendor and County.
H. Modifications to Scope of Work
In the event that sufficient funds do not become available to complete all
the services identified in this RFP, the scope of services may be
amended, as determined in the sole discretion of the County. The County
may also, from time-to-time, request changes in and/or additions to the
equipment/services to be provided by the successful proposer. Such
changes, including any increase or decrease in compensation, which are
mutually agreed upon by and between the County and the successful
vendor, shall be incorporated into the contract prior to execution of the
contract, and by written amendments thereto after execution.
I. News Releases
News releases pertaining to any award resulting from this RFP may not be
made without prior written approval of the Kern County Sheriff.
J. Payment Schedule
Periodic payments will be made to the consultant upon submission of an
invoice, based on a payment schedule to be developed and included in
the final agreement for services.
K. Statutes and Rules
The terms and conditions of this RFP, and the resulting consulting
services and activities performed by the successful proposer, shall
conform to all applicable statutes, rules and regulations of the federal
government, the State of California and the County of Kern.
L. Background Review
The County reserves the right to conduct a background inquiry of each
proposer that may include collection of appropriate criminal history
information, contractual and business associations and practices,
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employment histories, reputation in the business community and financial
condition. By submitting a Proposal to the County the proposer consents
to such an inquiry and agrees to make available to the County such books
and records the County deems necessary to conduct the review.
M. Facility Diagram Release
The Facility diagrams (IRC Coverage Area Diagrams - Annex C) will be
released to each vendor upon a returned signed non-disclosure
agreement included as Exhibit A.
II. PROPOSAL INFORMATION AND REQUIREMENTS
A. General Instructions
To receive consideration, Proposals shall be made in accordance with the
following general instructions:
1. The signature of all persons signing the Proposal shall be in long
hand. The completed Proposal shall be without alterations or
erasures. Errors may be crossed out and corrections printed in ink
or typed adjacent, and must be initialed in ink by the person signing
the Proposal.
2. No oral, telephonic, telegraphic, e-mailed or faxed Proposals will be
considered unless prior approval is obtained from County Program
Manager.
3. The submission of a Proposal shall be an indication that the
proposer has investigated and satisfied him/herself as to the
conditions to be encountered, the character, quality and scope of
the work to be performed, and the requirements of the County.
4. All Proposals shall remain firm (unless costs are reduced) for one
hundred and eighty (180) days from the Proposal submission
deadline.
B. Business Address
Proposers shall furnish their business street address. Any
communications directed either to the address so given, or to the address
listed on the sealed Proposal container, and deposited in the U.S. Postal
Service by Certified Mail, shall constitute a legal service thereof upon the
proposer.
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C. Corrections and Addenda
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or
other error in this RFP, the proposer shall immediately notify the Contact
Person of such error in writing and request clarification or modification of
the document. Modifications will be made by addenda as indicated below
to all parties in receipt of this RFP.
If a proposer fails to notify the Contact Person prior to the date fixed for
submission of Proposals of a known error in the RFP, or an error that
reasonably should have been known, the proposer shall submit a
Proposal at their own risk, and if the proposer is awarded a contract they
shall not be entitled to additional compensation or time by reason of the
error or its subsequent correction.
Addenda issued by the County interpreting or changing any of the items in
this RFP, including all modifications thereof, shall be incorporated in the
Proposal. The proposer shall sign and date the Addenda Cover Sheet
and submit same with the Proposal (or deliver them to the Kern County
Sheriff’s Office, 1350 Norris Road, Bakersfield, CA 93308, ATTN: CRF
Commander). Any oral communication by the County’s designated
Contact Person or any other County staff member concerning this RFP is
not binding on the County and shall in no way modify this RFP or the
obligations of the County or any proposers.
D. Proposal Format and Contents
For ease of review and to facilitate evaluation, the Proposals for this
project should be organized and presented in the order requested as
follows:
1. Cover Page:
Indicate the name of the firm and project title.
2. Section I - Organizational Information:
Provide specific information concerning the firm in this
section, including the legal name, address and telephone
number of your company and the type of entity (sole
proprietorship, partnership, or corporation and whether
public or private). Include the name and telephone number
of the person(s) in your company authorized to execute the
proposed contract. If two or more firms are involved in a
joint venture or association, the Proposal must clearly
delineate the respective areas of authority and responsibility
of each party. All parties signing the Agreement with the
County must be individually liable for the completion of the
entire project even when the areas of responsibility under
the terms of the joint venture or association are limited.
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3. Section II - Qualifications and Experience:
Provide specific information in this section concerning the
firm's experience in the services specified in this RFP,
preferably within the State of California. Examples of
completed projects should be submitted, as appropriate.
Provide names, addresses, and telephone numbers of
contact persons within client agencies for whom similar
services have been provided.
4. Section III - Design Team:
Of critical importance is the composition of the team
proposed to accomplish this project. The following team
information should be provided in this section:
a. Name and location of offices where the project is to
be performed.
b. Total personnel, by discipline, of the team.
c. A table of organization for the team which identifies
the following personnel, if applicable:
1) Principal-in-Charge - state amount of time
devoted to project.
2) Project Manager - state amount of time
devoted to project.
3) Engineers.
4) Estimators.
5) Other Key Personnel.
d. Resumes for project principals which reflect their
experience in this type of planning. Video
Surveillance planning and design experience must be
clearly delineated.
5. Section IV – Design Inclusions:
a. Proposed Cameras and exact locations on diagrams
(see Annex B)
b. Proposed Camera models for each location
c. Proposed Server and Data Storage solution (Dell is
preferred equipment)
d. Networking schematics (cameras/microphones) to
back-end servers)
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e. Proposed Video Management System and its
functionalities (meeting the requirements out-lined in
the Technical Specifications in Annex A)
6. Section V - Facilities:
The proposal shall include a facilities section. The section
shall include detailed information about how much server
room rack space is required when the system is fully
operational, and show that equipment will fit within allocated
rack space. Additionally, this section must contain
information regarding power requirements and UPS for
vendor-supplied equipment.
7. Section VI - Subcontractors:
County will consider contractual agreements that involve the
firm’s use of subcontractors. List all subcontractors you plan
to use for this project and their relevant experience. Such
subcontractors will be acting as independent contractors and
not as agents of the County.
8. Section VII - Project Approach and Work Schedule:
Provide a description of the methodology developed to
perform all required services, with an aggressive schedule
that will complete the project before December 1, 2008, if
possible. This schedule should contain specific milestones
and dates of completion which will be used to set schedules.
Also identify the extent of County personnel involvement
deemed necessary, including key decision points at each
stage of the project. Information as to the type of any
software that is anticipated to be used in the planning
process should also be discussed.
9. Section VIII - Cost of Service:
The Proposal shall clearly state all of the costs associated
with the project, broken down by category of products and
services, and all on-going costs for recommended/required
products/services such as maintenance. The project costs
should include all expenses that will be charged to the
County including but not limited to costs for shipping,
insurance, communications, documentation reproduction,
travel, taxes, etc. Failure to not clearly identify all costs
associated with the proposal may be cause for rejection of
the Vendor’s proposal.
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All Publics Works relating to modifications or alterations of
the building including, but not limited to coring, cabling and
any accompanying electrical work necessary for camera
installation, shall be paid at the prevailing wage for the work
done. Publics works project description, required work, and
costing will be estimated and listed separately in the
proposal and if awarded will be listed in Exhibit F of the
contract (see Annex F for example contract).
10. Section IX – Maintenance and Warranty:
See requirements out-lined in the Technical Specifications in
Annex A
The vendor will be evaluated based on the ability to respond
with trained personnel as well as the speed of response to
the site for hardware maintenance. The vendor's
maintenance facility will stock an adequate supply of parts
for emergency equipment failures.
Vendors shall provide a summary of maintenance and
service capability with at least five (5) current references.
Describe personnel capability, facilities and equipment, and
location of service facility. Describe the procedure to be
followed for routine maintenance and major system failure.
11. Section X - Insurance:
The selected proposer will be required to obtain, as a
condition of the award of a contract, and the Proposal shall
state that the proposer will obtain the insurance as required
in the attached agreement.
All insurance shall be issued by a company or companies
listed in the current "Best's Key Rating Guide" publication
with a minimum of A-, VII rating; or in special circumstances,
as pre-approved by the Risk Management Division of the
Office of County Counsel. The selected proposer shall file
with the Contact Person a Certificate(s) of Insurance stating
the required coverage’s are in effect.
12. Section XI - Additional Information:
Include any other information you believe to be pertinent but
not required.
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E. Pre-Proposal (Walk-thru) Meeting
A single Pre-Proposal meeting that includes a walk- through of the Central
Receiving Facility has been set for June 24, 2008, at 10:00 a.m.(PST).
The meeting will be held at 1115 Truxtun Ave. Bakersfield, CA 93301, 3rd
Floor Multi-Purpose Room. The purpose of the conference is to permit
proposers an opportunity to walk-thru the jail facility and to ask questions
and/or provide feedback to County staff on specifics of this RFP.
Proposers are urged to submit questions by fax or email prior to the
meeting to Yvonne Rodriguez at (661) 392-4379 or
rodriguezy@co.kern.ca.us by June 18, 2008. While some input obtained
at the meeting may be incorporated into the RFP via addenda, remarks
and explanations made at the meeting may not necessarily change the
provisions of the final RFP. The provisions of the final RFP are binding
regardless of remarks or explanations made at the meeting. All
interested parties are urged to attend.
A list of proposers/attendees (for the jail walk-thru) must be emailed to
rodriguezy@co.kern.ca.us two weeks prior to the walk-thru (Pre-Proposal)
meeting to allow for a background inquiry to be performed by the Kern
County Sheriff’s Office. The information must contain the name, home
address, date of birth, and social security number. By submitting this list
to the County the proposer(s) consents to such an inquiry.
F. Proposal Submission
The proposer shall submit one (1) original and five (5) written copies of the
Proposal and, if possible, one (1) copy on DVD. The disk must be an
industry DVD standard compatible format readable by the County; using
word processing software that is Windows based, preferably Microsoft
Word. Please submit all Proposals to:
Kern County General Services Division
1115 Truxtun Ave., 3rd Floor
Bakersfield, CA 93301
Telephone (661) 868-3000
Proposals may be delivered in person, by courier service or by mail to the
address indicated above. ALL PROPOSALS MUST BE SEALED AND
RECEIVED BEFORE 11:00 A.M.(PST) ON July 24, 2008 at the above
office and address. Proposals submitted after the above deadline will not
be accepted. It is strongly suggested that any proposers intending to
hand deliver a proposal on the last day for submission arrive at the
General Services Division third floor main lobby at least ten (10) minutes
prior to the proposal receipt deadline to receive a “test” time stamp to
validate the official current time. The time stamp clock in the main lobby
of General Services will be the official time. Any proposal received at or
after 11:00 A.M. will be returned unopened.
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Only one (1) Proposal may be submitted from each proposer. For
purposes of this RFP, a proposer is defined to include a parent
corporation of the proposer and any other subsidiary of that parent
corporation. If a proposer submits more than one (1) Proposal, all
Proposals from that proposer shall be rejected.
G. Withdrawal and Submission of Modified Proposal
A proposer may withdraw a Proposal at any time prior to the submission
deadline by submitting a written notification of withdrawal signed by the
proposer or his/her authorized agent. The proposer must, in person,
retrieve the entire sealed submission package. Another Proposal may be
submitted prior to the deadline. A Proposal may not be changed after the
designated deadline for submission of Proposals.
H. Disposition of Proposals and Proprietary Data
All materials submitted in response to this RFP become the property of the
County. Any and all Proposals received by the County shall be subject to
public disclosure and inspection, except to the extent the proposer
designates trade secrets or other proprietary data to be confidential, after
the Evaluation Committee has completed its deliberative process and
either the proposer has been informed that they are not the vendor
selected by the Evaluation Committee for recommendation to the Board of
Supervisors, or the matter has been set for consideration before the Board
of Supervisors, whichever comes first. Material designated as proprietary
or confidential shall accompany the Proposal and each page shall be
clearly marked and readily separable from the Proposal in order to
facilitate public inspection of the non-confidential portion of the Proposal.
Prices, makes and models or catalog numbers of the items offered,
deliverables, and terms of payment shall be publicly available regardless
of any designation to the contrary. The County will endeavor to restrict
distribution of material designated as confidential or proprietary to only
those individuals involved in the review and analysis of the Proposals.
Proposers are cautioned that materials designated as confidential may
nevertheless be subject to disclosure. Proposers are advised that the
County does not wish to receive confidential or proprietary information and
that proposers are not to supply such information except when it is
absolutely necessary. If any information or materials in any Proposal
submitted is labeled confidential or proprietary, the Proposal shall include
the following clause:
“ (legal name of proposer)
shall indemnify, defend and hold harmless the County
of Kern, its officers, agents and employees from and
against any request, action or proceeding of any
nature and any damages or liability of any nature,
specifically including attorneys' fees awarded under
the California Public Records Act (Government Code
§6250 et seq.) arising out of, concerning or in any
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way involving any materials or information in this
Proposal that (legal name of
proposer) has labeled as confidential, proprietary or
otherwise not subject to disclosure as a public
record.”
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